User Group Settings: How to Create and Manage Them for Specific User Groups

User Group Settings let admins fine-tune meeting and privacy controls at the group level, ensuring that each team gets exactly what they need. This allows you to override the default settings to meet the unique needs of different departments.

For example:

• Sales may want Fireflies to automatically join every client call to ensure no meeting is missed.

• HR might require stricter privacy for interviews, limiting access to key personnel only.

• Finance may need to restrict recaps, making them visible only to a select group for compliance reasons.

With User Group Settings, admins can set up custom rules for each team, ensuring Fireflies adapts to your organization’s needs while keeping everything compliant and secure.

Let’s get started 🚀

🔑 Prerequisites

Before you get started, make sure you have:

• Admin Access — You’ll need Admin rights, as only Admins can create or edit user groups.

• User Group Created — Ensure you’ve created at least one user group. You can manage User Groups under the Team → Members and groups.

🚀 Navigating to User Group Settings

Option 1: From home dasborad

1. Log in to your Fireflies account and click Team in the left sidebar.

2. From the left panel, click Members and groups. By default, you’ll land on the Members tab.

3. Click the User Groups tab. This shows all existing groups in your workspace, where you can view, create, or manage them easily.

Option 2: From Settings

1. Open your Fireflies web app and click on Settings in the main navigation menu.

2. From the left panel, click Members and groups. By default, you’ll land on the Members tab.

3. Click the User Groups tab. This shows all existing groups in your workspace, where you can view, create, or manage them easily.

⚙ Managing Group Settings

⚠ Important: User Group Settings always override the default workspace (admin) settings you’ve applied to your entire team.

📌 Want to review your overall workspace settings? → [Admin & Workspace Settings]

Step 1: Hover over the User Group you want to manage and click Edit to make changes.

Step 2: A modal window will appear. Click Manage group settings.

Step 3: You’ll be taken to the full group settings page.

📋 Group-Level Settings Overview

Each user group can be customized across multiple settings. These define how Fireflies behaves for members of the group:

• Auto-record my meetings – Control when Fireflies records meetings for the group

• Email meeting recap – Decide who receives meeting recaps

• Meeting privacy – Manage who can view meeting recaps

• AI Skills access – Define who can access and use AI Skills

• Data retention – Set how long meetings are stored before automatic deletion

🔄 Auto-record my meetings

The Auto-record settings allows you control exactly when Fireflies should record meetings for members of a specific user group. This helps admins balance coverage—ensuring important meetings are captured—while maintaining privacy by recording only relevant meetings.

When you open the dropdown under Auto-record my meetings, you’ll see these options:

• Default to team settings → Uses the workspace-level auto-record preference

• Join all that have a meeting link → Fireflies records all meetings with a valid meeting link

• Join only those that we are the owners of → Fireflies records only meetings hosted by your team

• Join only when we invite fred@fireflies.ai → Fireflies records meetings only when manually invited

• Only meetings with teammates → Fireflies records internal meetings with your teammates only

📧 Email meeting recap

The Email meeting recap settings allows you control who receives the notes from your meetings. This helps admins balance transparency—sharing notes with the right people—while keeping them limited when needed.

When you open the dropdown under Email meeting recap, you’ll see these options:

• Default to team settings → Uses the workspace-level email settings

• Everyone on the invite → All meeting participants receive transcripts and recaps

• Only me and participants from my Fireflies team → Notes are shared only with you and your teammates

• Only me → Notes are delivered only to you

🔒 Meeting Privacy

The Meeting Privacy settings allows you decide exactly who can see recaps for this group. This helps you keep sensitive meetings private or make them more accessible when needed.

When you open the dropdown under Meeting Privacy, you’ll see these options:

• Default to team settings → Uses the workspace-level privacy settings

• Teammates & Anyone with Link → Recaps are visible to teammates and anyone with the shared link

• Only Participants & Teammates → Recaps are limited to teammates and meeting participants

• Only Participants → Recaps are available only to meeting participants

• Only Teammates → Recaps are shared only within your Fireflies workspace

• Only Me → Recaps are visible only to you

🤖 Who can access AI Skills in the workspace

The AI Skills settings allows you control who can access and use your group’s AI Skills. This helps admins manage visibility—deciding whether outputs should stay private, be shared within the team, or be more broadly accessible.

When you open the dropdown under Who can access AI Skills in the workspace, you’ll see these options:

• Default to team settings → Uses the workspace-level AI Skills access settings

• Public → AI Skills outputs are visible to anyone with the link

• Only Participants & Teammates → Access is limited to teammates and meeting participants

• Only Participants → Access is restricted to meeting participants only

• Only Teammates → Access is limited to teammates in your workspace

• Only Me → Access is restricted to you only

🗂 Data Retention

The Data Retention settings allows you control how long meetings are stored before they are automatically deleted. This helps manage storage, compliance, and data privacy for your workspace.

When you open the dropdown under Data Retention, you’ll see these options:

• Default to team settings → Uses the workspace-level retention policy

• Allow teammates to choose → Each teammate can set their own retention preference

• Disabled for teammates → Teammates cannot modify retention settings

• After 1 week → Meetings are deleted after 1 week

• After 2 weeks → Meetings are deleted after 2 weeks

• After 1 month → Meetings are deleted after 1 month

• After 3 months → Meetings are deleted after 3 months

• After 6 months → Meetings are deleted after 6 months

• After 1 year → Meetings are deleted after 1 year

Once you select your preferred settings, changes are saved automatically.

❓Frequently Asked Questions (FAQs)

Q1: Do group settings override team-wide defaults?

Yes. Any settings you apply at the group level will take priority over the default team-wide settings. This allows different teams (e.g., Sales, HR, Finance) to follow their own rules.

Q2: Can individual teammates change their own settings if a group setting is applied?

It depends. If you select “Allow teammates to choose,” members can set their own preferences. Otherwise, the group-level setting will be enforced.

Q3: Will these settings affect past meetings?

No. Group setting changes only apply to future meetings after the settings are saved.

Q4: Who can edit User Group Settings?

Only admins have permission to create and manage user groups. Regular teammates cannot edit these settings.

Q5: How does Data Retention affect meeting data?
Meetings will be automatically deleted after the selected duration. If set to default, the workspace retention policy will apply.

⏪ Recap

With User Group Settings, you can:

• Control when Fireflies records meetings for the group

• Decide who receives meeting recaps

• Manage who can access meeting recaps

• Set who can use and access AI Skills

• Define how long meeting data is stored

All changes apply only to selected group members, giving admins flexibility to balance coverage, privacy, and data retention. 👍

📌Related Guides:

• How to Create User Groups – Learn how to set up and manage user groups for more tailored control.

• How to Share Meeting Transcripts and Summaries Privately with User Groups – A guide to sharing meeting recaps securely with specific user groups.